Minutes of Folkingham Parish Council

Meeting details

Date: Thursday 17 September 2026
Time: 7.00pm
Venue: Folkingham Village Hall

Chair: Councillor Martin Smith

Councillors present: Councillors Lucy Robb, David Simpson, Hannah Weston Smith and Chris Clark

In attendance: Amie Fenech, Locum Clerk; Councillor Martin Hill, Lincolnshire County Council; and Councillor Murray Turner, South Kesteven District Council

Members of the public: Seven

The Chair opened the meeting at 7.02pm.

1. Public Forum

The Chair opened the public forum at 7.04pm.

Members of the public asked whether the church grounds could be discussed. Although this was not a separate agenda item, the matter would be considered under other business.

The public forum closed at 7.05pm.

2. Chair’s Remarks and Apologies for Absence

No apologies for absence were received.

3. Declarations of Interest and Dispensations

There were no declarations of interest or requests for dispensation.

4. Minutes of the Previous Meeting

Not all members had received the minutes of the previous meeting and they could therefore not be approved.

Action: The Clerk to circulate the minutes ahead of the November meeting.

5. Reports from Lincolnshire County Council and South Kesteven District Council

Lincolnshire County Council

It was reported that the announcement regarding local government reorganisation in Lincolnshire had been placed on hold. District council elections would take place in May, and Lincolnshire County Council would continue to exist until at least 2029. It was noted that only approximately 40% of the country retained separate county and district councils, with many areas having moved to unitary authorities.

The Grantham bypass bridge had been completed, with all works expected to be fully completed by 2028.

Lincolnshire County Council had engaged Stantec UK Ltd to survey the wider area, identify the causes of flooding and make recommendations. The findings were expected later in the year. Concerns were raised about the contractor responsible for cleaning the drains and the effect this may be having on the issue.

Councillor Simpson reported that the contractor undertaking works on West Street would clean the gullies once the works had been completed.

Action: Councillor Smith to obtain written confirmation that the gullies would be cleaned following completion of the works.

Lincolnshire County Council was considering introducing a booking system for household waste recycling centres from November. It was noted that the proposal had not received a positive public response.

South Kesteven District Council

Improvement works to changing facilities at local leisure centres were noted.

Councillor Turner arrived at 7.19pm.

6. Clerk Recruitment

a. Current situation

The Council noted that it had been operating without a Clerk and Responsible Financial Officer and that a number of administrative, financial and governance matters were outstanding and required urgent attention.

It was agreed that locum support was necessary to restore the Council’s records and procedures, address priority compliance matters and prepare an effective handover for a permanent Clerk.

b. Locum Clerk proposal

It was RESOLVED to appoint Amie Fenech as Locum Clerk and Responsible Financial Officer from 17 September 2026.

The appointment would be reviewed at the meeting on 19 November 2026. Councillor Smith was authorised to issue and sign the written terms and arrange payroll and access.

Action: The Clerk to prepare and send the locum contract.

c. Future recruitment

It was agreed that an advertisement for the permanent Clerk and Responsible Financial Officer position should be prepared and circulated to councillors for approval before publication through LALC and neighbouring county associations.

Action: The Clerk to prepare a job description and vacancy advertisement.

7. Recruitment of New Councillors

The need to recruit additional councillors was noted. The Council would consider ways to encourage greater engagement from residents.

8. Correspondence

There was no correspondence to note.

Planning and Environment

9. Planning Applications, Decisions and Policies

There were no planning applications to consider.

10. Neighbourhood Plan

The Council remained keen to progress the Neighbourhood Plan but had struggled to do so without a Clerk in place. It was noted that significant work had already been undertaken.

11. Conservation Area

The Council reported that it was struggling to obtain engagement from South Kesteven District Council regarding the conservation area.

12. Highways and Street Lighting

a. Market Place roadworks

The Council was working with Lincolnshire County Council to secure an improved solution for the works, including provision for a pedestrian crossing.

A narrowing of the road had been agreed to improve pedestrian safety and help reduce traffic speed. Councillor Smith noted that the Council had pressed for further measures to ensure that pedestrians could cross safely.

It was reported that the new pathway across the tree roots in the Market Place had resulted in damage to the tree because the works had been undertaken before an arborist was consulted.

13. Environment

There were no matters to report.

Asset Management

14. Playing Field and Pavilion

It was reported that invoices remained outstanding for football sessions during the previous season. The football team was also using the facilities during the current season and the relevant bookings required payment.

Rabbit activity had caused holes in the pitch, which had been filled using topsoil.

Potential sponsorship of benches in the changing rooms was discussed.

Actions:

• The Clerk, working with Councillor Robb, to confirm outstanding football bookings and issue or chase invoices for unpaid sessions.

• The Clerk to investigate pricing and arrangements for sponsorship of benches in the changing rooms.

15. Play Area and Allotments

The playground inspection had been completed and the report was awaited.

Two quotations had been received for the replacement of the rotten gate posts and tap post.

It was RESOLVED to accept the quotation submitted by Dale’s Doin’s for £160. The Clerk would confirm the contractor’s full business details and obtain the complete written quotation before issuing instructions.

Action: The Clerk to confirm the contractor’s correct business name, obtain the complete written quotation and arrange the approved allotment repairs.

16. Green Spaces and Tree Management

It was reported that the tree outside the Manor House required removal.

It was RESOLVED that the removal work should be undertaken.

Three trees near the chocolate shop were reported to have an estimated remaining life of less than ten years. No immediate work was proposed, but their condition would be reviewed annually.

Action: The Clerk to add the three trees near the chocolate shop to an annual inspection schedule.

17. Telephone Box Seed Bank

No update was received.

18. Defibrillator

It was noted that the defibrillator required updating. The option of using a managed defibrillator service was discussed.

Action: Councillor Weston Smith to obtain a quotation for a managed defibrillator service.

Finance

19. Budget, Income, Expenditure, Balances and Payments

No schedule of payments or financial report was available for consideration due to the absence of a Clerk.

The Clerk would bring the accounting records up to date as a matter of urgency and present a finance report at the next available meeting.

Action: The Clerk to update the Council’s accounting records and prepare a current finance report.

20. Audit

It was noted that the 2025/26 Annual Governance and Accountability Return had not been completed or submitted following the departure of the previous Clerk.

PKF Littlejohn had issued a second chaser carrying an administration charge of £40 plus VAT. Completion of the outstanding AGAR process was identified as an urgent priority.

The Clerk would establish the current position with PKF Littlejohn, prepare the year-end accounts and arrange completion of the final independent internal audit.

Action: The Clerk to prepare the year-end accounts and engage the internal auditor.

Other Business

21. Church Grounds

The Council received information from a group of church volunteers requesting financial assistance towards grass cutting in the open churchyard. It was noted that approximately 16 cuts per year might be required.

The Council asked the volunteer group to obtain several quotations for consideration at a future meeting.

Members discussed potentially contributing towards the cost of up to eight cuts per year, subject to consideration and approval of the quotations.

The Council also received information that the basic church clock service would cost £360, approximately £100 more than the budgeted amount.

The Council indicated its support in principle for continuing to fund the basic service, with the expenditure to be formally considered at a future meeting.

22. Next Meeting

The next meeting would be held on Thursday 19 November 2026 at 7.00pm at Folkingham Village Hall.

There being no further business, the Chair closed the meeting at 8.28pm.

Action Summary

Signed by the Chair: ____________________________________

Date: ____________________________________